Description
OBLATE SERVICE CORPORATION
OBLATE SCHOOL OF THEOLOGY
JOB OPENING
The Oblate School of Theology is seeking candidates for the following employment opportunity:
Position Title: Development Operations Assistant
Position Status: On-Site, Full-Time, Non-Exempt
Summary of Description
The Development Operations Assistant plays a key role in advancing the mission of Oblate School of Theology (OST) by ensuring the integrity, accuracy, and effectiveness of the school’s fundraising and donor engagement systems. Reporting to the Vice President for Institutional Advancement, the assistant supports the Development Team through meticulous gift processing, database management, and administrative coordination.
Essential Duties and Responsibilities
Gift Processing
Update database files and ensure donations are properly acknowledged
Works closely with Finance Department to ensure gifts received are recorded in the appropriate manner
Prepares acknowledgement letters, pledge forms, donor contact reports, donor impact reports, etc.
Maintain a physical and electronic filing system of all gifts received
Reports
Prepare weekly call reports for VP for IA, Charitable Donor Advisor, and President
Generate monthly pledge reports and pledge reminders
Generate mailing lists for annual appeals, event invitations, etc.
Run queries, exports, and other reports from the database for financial reporting, including monthly reconciliation with the Finance team
Database Management & Hygiene
Maintain the database, including clean-up of inconsistent data, duplicate records, etc.
Update database with new addresses and other constituent information
Work with Development team to develop detailed protocols for data entry and donor interaction tracking (workflows)
Administration & Operations
Provide administrative support to VP for IA
Work with Development team on integration of Moves Management; to include scheduling donor contacts and moving donors to major and planned gifts
Manage sales of OST merchandise and generate monthly sales reports for the Controller
Arrange details for IA staff meetings, IA committee of the Board meeting, and other meetings as needed; along with preparing meeting notes
Working closely with the Institutional Advancement team, manage administrative aspects of major mailings including interfacing with the printer and mail house
Provide administrative support for Alumni efforts
Provide administrative support to Marketing and Communications efforts
Maintain internal records and other confidential files
Plan and execute special events
Pick up supplies for events and run errands as needed
Keep inventory of letterhead and envelopes, and reorder office supplies for IA Department
Coordinate travel arrangements
Other duties as assigned
Education and/or Experience
High school diploma or GED, required. Associates degree, preferred.
At least two years of increasingly responsible administrative experience, required.
Requirements
Education and/or Experience
High school diploma or GED, required. Associates degree, preferred.
At least two years of increasingly responsible administrative experience, required.
Skills and Qualifications
Experience working in a non-profit setting preferred.
Proficiency in Microsoft Office applications, Google Suite, Zoom, and other applications needed to manage workflows, required.
Excellent verbal, written, and interpersonal communication skills required.
Exceptionally well-organized and strong ability to prioritize.
Ability to work in a demanding and growing environment.
Knowledge and ability to work with Donor Databases required (Raiser’s Edge preferred).
Bilingual skills, (English and Spanish), preferred.
High level of professionalism and service.
Valid driver’s license and reliable transportation required.
